How Does ProProfs Training Maker Support Data Portability?

Data portability is a key part of GDPR, giving learners and administrators the right to access and export user data when needed. Whether you're running compliance-based training or need to share results with HR, regulatory bodies, or external systems, ProProfs makes it easy to retrieve learner progress and performance records securely. Learn more about GDPR and Data Portability. 

Why This Matters

• Supports GDPR compliance – As an admin, you can provide learners with access to their data or assist with export requests when needed.

• Simplifies audits and internal reviews – Exportable reports allow you to document learner progress, certifications, and quiz scores.

• Facilitates integration with HR systems – Data exports can be used to sync training records with systems like Salesforce, Darwinbox, or SAP SuccessFactors.

How to Export Course Reports

1. Go to your desired course or survey
Navigate to the specific course or survey whose reports you want to download.

2. Select the reports
Choose the report(s) you want to export.

3. Click the download icon
This allows you to save the reports in a shareable format (PDF/CSV, depending on the type of report).

How to Export Reports for a Specific User

1. Go to “Classroom” and select a learner
From your admin dashboard, open the classroom and click on the user whose records you need.

2. Access their course history

Select the relevant courses or training modules the user has completed.

3. Download reports

Click the Download button to export the selected report(s) for that individual.

Best Practices

• For organizations with annual or monthly training cycles, schedule regular data exports as part of your internal documentation workflow.

• Clearly label and organize downloaded reports by learner group, cohort, or training cycle to streamline HR or compliance checks.

• For offline or non-email learners (e.g., employees with only ID-based logins), consider using quiz-based tracking via QM reports to maintain traceability.

Frequently Asked Questions

Can I automate report downloads?
Currently, report exports are done manually from within the platform. However, recurring reporting for C-level or HR stakeholders can be handled through scheduled reminders and team workflows.

Is exported data compatible with external platforms?
Yes. CSV exports can be imported into most HRIS or analytics systems. If you're using Salesforce or SuccessFactors, you may need to format the data before import.

Where is user data hosted?
ProProfs is hosted on secure AWS infrastructure, with GDPR compliance built into the platform. For region-specific needs, such as hosting in Australia or private cloud deployment, contact our support team for available options.

Do learners have direct access to their reports?
Only admins can export full learner reports. However, learners can view their own progress from within their dashboard if this setting is enabled.

Need help retrieving a specific set of reports or setting up a reporting workflow? Contact our support team, and we’ll walk you through it.